How to Write a Professional Email

There’s no denying the importance of being able to craft a professional email. More often than not, I am constantly communicating via email with designers, publicist, and future clients- so ensuring my email game is A+ is a must. When starting out in your career, I think it’s always best to stay on the more formal side and keep your emails super professional. Now you may be thinking, well, what does that mean? How can I write a professional email? Below, I’m breaking down a few different ways you can craft a professional email like a pro! Good Luck!

The Intro

The beginning of your email, especially if you’re reaching out to a future employer or boss should start with dear or hello Mrs./Ms./Mr. I wouldn’t suggest addressing them by their last name at first, as keeping things more formal will show your potential boss you respect them and take the job seriously. Here is an example of an excellent beginning to a professional email.

“Dear Mrs. Smith,

I hope all is well!”

From here you can then work your way into the body of the email.

The Body

After the intro, you can dive into the subject of what the email is about. For the body, it depends what the email is about and what you are trying to say. Are you applying for a job? Are you sending an email on your bosses’ behalf? Are you communicating with a coworker? Once you figure that out you can properly craft the body of your email.

Your Outro Should

In your outro, this is your time to wrap up your email and wrap up what you are trying to say. So for example, if you are applying for a job…

“Thank you so much in advance for your time and consideration, I have attached a copy of my resume for you to review and look forward to hearing from you soon.”

Wrap things up, thank them for their time and there you go! Pretty simple, no? Don’t forget to add your signature at the bottom of your email! In your signature I’d include your full name, phone number, and your email again, just so they can easily contact you if need be!

Other Advice

Pay attention to grammar, sentence structure, and etc.! There’s nothing worse than receiving an email with the wrong use of your/you’re or there/their. For anyone in journalism that’s probably going to be an immediate turn off if you’ve misspelled something or have a crazy long run on sentence, so make sure your entire email is clear and super easy to understand.